Office Assistant

City-of-Suffolk; Suffolk (VA); On-site; USD 32,000 - 42,000; Full time

Job summary

City of Suffolk is seeking a clerical support professional to assist the Suffolk Fire & Rescue department. The role involves handling customer inquiries in person, by phone, mail, and email, and processing a variety of documents and records with accuracy.

Ideal candidates will have a high school diploma or GED, with related office experience and basic PC skills. Notarization duties may be required, along with routine administrative tasks and research support for department operations.

Qualifications

• High school diploma or GED required; college coursework or vocational training in personal computer operations preferred.
• Minimum of one year of general office work, customer service, data entry, or related experience or training.
• Proficiency with basic office software and data entry accuracy is essential.

Responsibilities

• Provide in-person, phone, mail, and email customer service for department services and procedures.
• Process and review documentation; research information and respond to inquiries.
• Enter, retrieve, review, and modify data in computer databases with accuracy.
• Sort, distribute, and mail items; operate mail processor and maintain mail reports.
• Prepare and file forms, reports, and correspondence; create record change forms as needed.
• Perform notarization of documents as required and assist with department projects.

Skills

Customer service

Data entry

Office equipment operation

Documentation review

Phone & email handling

Education

High School Diploma or GED

College coursework in PC operations

Tools

Office software

Scanner/Copier machines

Job description

Under immediate supervision, performs clerical work in support of Suffolk Fire & Rescue, to include providing customer service and processing data. Work involves creating and reviewing documentation, scanning documents, compiling records, entering data into computer, answering telephone calls and providing information, typing and processing documentation, filing records, and performing related customer service tasks.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

• Provides clerical support to the Department; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
• Performs customer service functions in person, by telephone, by mail, and/or by e-mail; provides information/assistance regarding department services, procedures, fees, or other issues; responds to inquiries from the public; assists stakeholders in researching information; explains policies and procedures; responds to routine questions or complaints; researches problems, gathers information, and refers issues to appropriate individuals/officials.
• Receives, sorts, and distributes mail to the appropriate party; runs mail using mail processor; runs mail report daily.
• Operates a personal computer, printer, scanner, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, email, Internet, or other computer programs; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; performs log-on and log-off of computer equipment and software programs used by the general public.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• May enter and merge data in computer to create record change forms; prints and compiles record change forms as required; collates, files, and maintains record change forms.
• Monitors inventory of office supplies; advises appropriate staff when new supplies are needed; stocks office copy paper and cleans supply cabinets as needed; may order office supplies as needed.
• Types, prepares, and/or completes various forms, reports, correspondence, record change forms, take-off sheets, production reports, or other documents.
• Researches and compiles various statistical or administrative data; conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed; researches and conducts special projects as assigned.
• Performs general clerical tasks, which may include copying documentation, sending/receiving faxes, sending/receiving e-mail messages, sorting and distributing mail, or preparing outgoing mail.
• Creates and produces department-specific guides, brochures, forms, and related documents.
• Performs notarization of documents as needed.
• Provides assistance to other employees or departments as needed.
• Communicates with supervisor, employees, other departments, attorneys, paralegals, surveyors, realtors, appraisers, title searchers, brokers, loan officers, taxpayers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• May maintain file system of various files/records for the department; prepare files, organize documentation, and file documents in designated order; retrieve/replace files.
• May receive subpoenas from the Sheriff's Department for the entire department; and record subpoenas in ledger.
• Performs other related duties as required.

High school diploma or GED; supplemented by college level course work or vocational training in personal computer operations; supplemented by a minimum of one year previous experience and/or training that includes general office work, customer service, personal computer operations, and data entry; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid Commonwealth of Virginia Notary Public certification. Requires a valid driver's license.

• Ability to calculate and/or tabulate data, including performing subsequent actions in relation to these computational operations.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to read a variety of informational documentation, directions, instructions, and methods and procedures.
• Ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech.
• Ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
• Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Ability to utilize a wide variety of reference and descriptive data and information.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to inspect items for proper length, width, and shape, visually with job-related equipment.
• Ability to deal with people beyond giving and receiving instructions; must be adaptable to performing under minimal stress when confronted with an emergency.
• Knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position.
• Knowledge of the practices and procedures associated with clerical/general office work.
• Knowledge of modern office practices, methods, and procedures.
• Knowledge of the operation and maintenance of office equipment typically utilized within the position.
• Knowledge of the laws, regulations, standards, policies, and procedures pertaining to the essential duties and responsibilities of the position.
• Ability to comprehend, interpret, and apply regulations, procedures, and related information.
• Knowledge of the terminology, principles, and methods utilized within the department.
• Ability keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities.
• Ability to effectively interact with supervisors, the general public, and all other groups involved in the activities of the department, and to effectively communicate both in person and by telephone.
• Ability to assemble information and make written reports and documents in a concise, clear and effective manner.
• Ability to use independent judgment and work with little direct supervision as situations warrant.
• Ability to handle required calculations.
• Knowledgeable of and proficiency with computers and software programs typically utilized in the position.
• Ability to read, understand, and interpret reports and related materials.
• Ability to type and perform data entry accurately and with appropriate speed.